About Psiphon
Psiphon is a Canadian technology company that develops censorship circumvention and secure communication tools used by millions of people around the world. Our software helps users access information and communicate freely, particularly in regions where internet access is restricted.
Headquartered in Toronto, Psiphon operates a hybrid work environment with multiple office locations and a global team supporting users across more than 200 countries and territories. We are committed to building technology that promotes access to information, privacy, and digital freedom.
Position Summary
Psiphon is seeking a highly organized, proactive, and hands-on Office Manager to oversee the day-to-day operations of our Toronto office locations. This role is responsible for ensuring our workplaces remain organized, fully stocked, efficient, and welcoming while coordinating vendors, facilities, maintenance, office services, and workplace operations.
In addition to traditional office management responsibilities, this role will support Psiphon's company vehicle fleet program, which provides vehicles for employee business and regulated personal use. The successful candidate will assist with the coordination, maintenance, scheduling, and administration of fleet vehicles to ensure they remain safe, operational, and available when needed.
The ideal candidate is someone who enjoys taking ownership of workplace operations, can manage multiple priorities independently, and is equally comfortable coordinating vendors, solving operational issues, and assisting with occasional hands-on tasks.
Location
- Based in Toronto, Ontario
- This is a fully in-person position requiring attendance five days per week; Monday - Friday
- The successful candidate will regularly work from and travel between multiple Toronto office locations based on operational needs.
Key Responsibilities
Office Operations & Facilities Management
- Manage the day-to-day operations of multiple office locations.
- Serve as the primary on-site point of contact for employees, visitors, deliveries, couriers, and service providers.
- Purchase and maintain office supplies, groceries, beverages, snacks, supplements, and kitchen inventory.
- Coordinate weekly office lunches, including ordering, setup, and cleanup.
- Ensure kitchens, bathrooms, meeting rooms, and common areas remain stocked, organized, and presentable.
- Receive and coordinate deliveries, packages, and courier services.
- Coordinate towel services, laundry services, cleaning services, and other recurring office services.
- Process incoming mail, including scanning, filing, renaming documents, routing materials to Accounting, and coordinating follow-up actions where required.
- Coordinate office repairs, maintenance, and preventative service schedules.
- Maintain and track recurring maintenance schedules, inspections, and service records.
- Liaise with landlords, building management, security providers, and external vendors.
- Act as the primary liaison with office security and alarm monitoring providers.
- Obtain quotes and coordinate service providers, contractors, and vendors.
- Coordinate and meet vendors, contractors, and service providers on-site as required.
- Track vendor contracts, recurring services, and maintenance schedules.
- Coordinate building access, keys, security systems, and related logistics.
- Maintain office seating plans, workspace allocations, and office organization.
- Assist with onboarding logistics, workspace preparation, and office setup requirements.
- Coordinate interview logistics, candidate arrivals, and meeting room readiness.
- Coordinate office events, employee gatherings, holiday celebrations, and workplace initiatives.
- Maintain office asset inventories and workplace equipment records.
- Support office safety, emergency supplies, and workplace readiness.
- Assist with emergency office response and building-related incidents when required.
- Coordinate employee parking arrangements where applicable.
- Assist with waste management and operational tasks as required.
- Assist with occasional executive support and office-related errands, including care of the office dog when required.
- Arrange laundry and cleaning services for executive accommodations when required.
Fleet Program Coordination
Psiphon maintains a company vehicle fleet available for employee business use. This role will oversee the day-to-day administration and coordination of the fleet program, including:
- Manage fleet insurance documentation, renewals, and related records.
- Respond to employee fleet requests and vehicle booking needs.
- Ensure fleet vehicles remain charged, clean, fueled (where applicable), and ready for use.
- Coordinate vehicle cleaning, detailing, and maintenance appointments.
- Arrange seasonal tire changes, storage, and Tire Butler services.
- Move and park company vehicles when required.
- Track vehicle service schedules, maintenance records, registrations, and inspections.
- Maintain fleet usage logs, vehicle documentation, and assignment records.
- Coordinate repairs, inspections, and other vehicle-related services.
- Assist with vehicle registration renewals and related administrative requirements.
- Coordinate accident reporting and insurance claims when required.
- Identify and escalate fleet maintenance or operational concerns proactively.
- Drive company vehicles to service appointments, maintenance visits, cleaning appointments, charging locations, and other operational destinations as required.
Qualifications
Required
- 2+ years of experience in office administration, office management, workplace operations, facilities coordination, hospitality, property management, or a similar role.
- Strong organizational and time-management skills.
- Excellent communication and interpersonal skills.
- Ability to manage multiple priorities independently.
- Strong problem-solving abilities and attention to detail.
- Comfortable working independently and taking ownership of operational responsibilities.
- Proficiency with Microsoft Office and Google Workspace.
- Valid Ontario Class G Driver's Licence in good standing.
- Regular operation of company vehicles is a core responsibility of this position.
- Must be comfortable driving and parking company vehicles throughout the Greater Toronto Area, including downtown Toronto.
- Must have a safe driving record and confidence operating vehicles in urban traffic environments.
Nice to Have
- Experience supporting multiple office locations.
- Experience coordinating vendors, contractors, and service providers.
- Experience with fleet administration or vehicle coordination.
- Experience with inventory management, purchasing, and budget tracking.
- Experience in facilities management, property management, hospitality, or workplace operations.
- Familiarity with electric vehicles and charging infrastructure.
- Basic knowledge of office facilities and building maintenance.
- Experience coordinating office events, workplace initiatives, or employee experience programs.
What We're Looking For
- A proactive self-starter who takes ownership of problems and follows through on solutions.
- Someone who enjoys creating organized, efficient, and welcoming workplaces.
- Strong attention to detail and operational awareness.
- Comfortable balancing administrative work with hands-on responsibilities.
- Professional, approachable, and confident interacting with employees, vendors, contractors, and visitors.
- Adaptable and willing to assist wherever needed to keep office operations running smoothly.
- Comfortable working across multiple locations and managing competing priorities.
Application Requirements
To be considered for this position, applicants must submit both a resume and a cover letter.
In your cover letter, please tell us about your experience managing office operations, coordinating vendors and facilities, and any experience you may have supporting company vehicles, fleet programs, or workplace operations.
Applications submitted without a cover letter will not be reviewed or considered.
Hiring Manager Note
This position requires a regular in-office presence and is best suited to someone who enjoys being actively involved in workplace operations. While the role includes administrative responsibilities, it also involves coordinating vendors, managing facilities, overseeing fleet operations, handling deliveries, resolving operational issues, and supporting the overall day-to-day function of our offices. Candidates seeking a primarily remote or desk-based administrative role may find this position is not the right fit.
Job Type: Full-time
Pay: $60,000.00-$75,000.00 per year
Benefits:
- Dental care
- Extended health care
- On-site parking
- Paid time off
- RRSP match
Work Location: In person
